Records Management for Departments

The lifecycle of records begins with their creation, and continues with active use, inactive storage and final disposition.

The UWF Records Manager is responsible for training, support and oversight of records management compliance.

What to do with files you no longer need

Most UWF employees are quite familiar with creating and using records. However, when immediate access to records is no longer needed, we often need assistance in the proper way to handle inactive storage and disposition. The Office of Records Management offers support and training to ensure that UWF is compliant with Florida's public records laws and rules.

If you are the person who is responsible for records management in your office, going to a training session or asking the records manager to meet with you is an ideal way to learn the correct procedures. Simply use the Request for Consultation/Training form to schedule a visit. You will learn about the correct procedures regarding records access, storage, retention and disposition.

Commonly used records terminology and schedules

Retention period – The length of time we are required to retain records. Most university records have retention requirements from 2 to 5 years. Some have a long-term retention of more than 10 years. And some are permanent.

Record series – Groups of documents (or information) which are kept together as a unit because they consist of the same form, relate to the same subject, result from the same activity, or have certain common characteristics. Examples include administrative support records, invoices and personnel records.

Record schedules – State of Florida Division of Library and Information Services guides that list records and the corresponding minimum retention periods. There are primarily two general records schedules which are applicable to UWF; GS1-SL schedule and GS5 schedule. These schedules are based on federal and state laws and regulations, general administrative practices, fiscal management principles, and historical considerations.

GS1-SL schedule – Provides retention periods for records common to all state agencies, including universities and colleges. Some examples are correspondence, personnel, payroll and financial records.

GS5 schedule– Provides retention periods applicable to records common only to public universities and colleges. Some examples are student education records, instructor evaluations, financial aid and program records.